Real Estate Operations Manager
1 week ago
Overview:
The Real Estate Operations Manager is responsible for overseeing all aspects of property management.
The primary objective of the Real Estate Operations Manager is to efficiently coordinate personnel, activities, and resources to achieve property goals as defined by the Regional Manager and the Property Owner.
These goals will encompass maximizing occupancy rates and enhancing property values.Additionally, the Real Estate Operations Manager will mentor the Assistant Property Manager to take on all responsibilities in the absence of the Real Estate Operations Manager.
Key Responsibilities:
The Real Estate Operations Manager conducts all operations in compliance with Gates Hudson & Associates, Inc., established policies and procedures, as well as all applicable Federal, State, and County Fair Housing Laws, the Americans with Disabilities Act, and other relevant regulations.
Assist in the formulation of the annual budget and ensure adherence to the approved budget throughout the fiscal year.
Responsible for processing, approving, and submitting all invoices to the Corporate Office for weekly payment.
Maintain and reconcile the petty cash account.
Ensure strict compliance with GHA's rental payment policies and actively pursue delinquent accounts through various means such as phone calls and personal visits.
Personnel
With the Regional Manager's consent, hire and terminate on-site personnel.
Train, motivate, and supervise all on-site staff to meet the operational objectives of the property.
Conduct new employee orientation and annual performance evaluations.
Review and approve timesheets.
Provide ongoing training for office staff, covering leasing documentation, access to accounts payable and receivable systems, workplace safety, and any other necessary training.
Exercise direct oversight over the entire property team.
Administrative
Investigate and address all written resident complaints received by Management.
Maintain control over the applicant qualification process and approve or reject applications in accordance with established Gates Hudson guidelines.
Ensure lease accuracy; confirm that lease files comply with established Gates Hudson policies and procedures.
Guarantee that all office files and records adhere to GHA's policies and standard business practices.
Communicate with vendors and contractors regarding work scheduling, billing, vendor relations, and certificates of insurance.
Prepare rent increase Group Edit List for the Regional Manager's approval.
Review mail, external correspondence, and inter-company communications.
Attend scheduled corporate management meetings and conduct on-site staff meetings.
Provide clerical support such as typing, filing, report writing, answering phones, and closing out daily reports.
Administrative Leasing Duties
Accurately complete all lease applications and verifications. Notify prospects of outcomes.
Complete all lease documentation, including related addendums, and accept rents and deposits.
Complete guest cards with required documentation for all prospects, send thank-you notes, and perform follow-up.
Maintain accurate records, logs, and operating access data systems.
Generate daily, weekly, and monthly reports using the access data system.
Inventory office supplies periodically.
Provide clerical duties such as typing, filing, report writing, answering phones, and closing out daily reports.
Administrative Accounts Receivable Duties
Adhere to the accounts receivable checklist and monthly calendar.
Collect, verify, and post resident payments to the automated Accounts Receivable Module in ACCESS.
Deposit all funds in the bank daily.
Contact all delinquent tenants, send reminder letters, and follow up with phone calls if payment is not received by the due date.
Assess all non-recurring charges, such as
late fees, legal fees, move-in fees, administrative fees, pet fees, and move-out charges, in accordance with lease, county, and state regulations.
Issue Non-payment Notices or 5 Day Pay or Quit Notices to all delinquent tenants, in accordance with lease, county, and state regulations.
Forward the suit list to the attorney for all delinquent tenants and, when necessary, testify in court regarding delinquent judgments and possession litigation.
Reconcile security deposit returns and move-out accounts, ensuring all final charges are assessed and prepare Financial Disposition Forms in a timely and accurate manner.
Marketing
Welcome and showcase the property to prospective residents. Handle incoming phone inquiries and complete necessary paperwork.
Review all advertising for accuracy on a weekly basis or as necessary.
Promote resident and business referral programs as established under company guidelines.
Contribute marketing ideas to the Regional Manager to enhance property visibility and improve resident satisfaction.
Resident Relations/Resident Retention
Maintain a positive customer service attitude.
Foster goodwill among prospects, residents, coworkers, and contractors.
Review all notices to vacate to identify the reasons for move-out. Ensure every effort is made to retain potential move-outs.
Conduct move-in/move-out inspections with residents.
Supervise routine maintenance services for residents and follow up to ensure resident satisfaction.
Property Maintenance
Regularly walk and inspect the property; check on vacant units.
Coordinate with maintenance teams and contractors to ensure timely turnovers after move-outs.
Monitor and schedule all maintenance activities.
Oversee and manage preventative maintenance and energy management inspections and programs.
Safety
Provide timely and essential feedback during emergencies and follow up with written Incident or Accident Reports.
Ensure that all workers' compensation claims are reported and that proper documentation is completed.
Promote safety and security measures in property maintenance to minimize owner liability and enhance resident and employee protection.
Qualifications:
A high school diploma or equivalent certification is required.
2-5 years of experience as a Property Manager is essential.
Ability to work independently as well as collaboratively within a team.
Knowledge of landlord/tenant laws, ADA, and fair housing regulations.
Proven ability to lead, develop, and mentor a team.
Strong organizational skills and the ability to prioritize tasks effectively while motivating others.
A solid background in customer service is required.
Excellent written and verbal communication skills are essential.
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